Use Lookup Mappings to Auto-Populate Fields with Data

Lookup mappings fill in form fields for users based on an item they select or scan. This article covers how to set up a lookup mapping in the Form Builder.

How lookup mappings work

A lookup mapping connects your form to a data source with several columns. The source is a Lookup List or a Data Table. It has 2 parts:

Part	What it does
Search mapping	Matches the user's answer in a form field to a column in the data source
Display mapping	Copies a column from the matching row into another form field

For example, users select an equipment ID from a list. The mapping finds that row in the Equipment Data Table and fills in the customer name and model.

Common uses include:

Parts: Select a part number to fill in the description and repair method
Locations: Select a site to fill in its address and city
Contacts: Select a name to fill in a phone number
Vehicles: Scan a license plate barcode to fill in the VIN, make, and model

Before you start

Add these fields to your form:

The search field: The field users answer. It can be a list field, Bar Code, NFC Reader, Static Text, or Web Link field
The destination fields: The fields to fill in, for example Text, Long Text, Numeric, Static Text, or list fields

Tip
Use a Static Text field as the destination if users shouldn't change the value. Users can edit Text fields after they're filled in.

Create a lookup mapping

In the Form Builder, select Settings in the bottom toolbar.
Select Lookup Mappings.

The Settings menu in the bottom toolbar with Lookup Mappings

Select Add Mapping.

The Lookup Mappings panel with the Add Mapping button

In Mapping Name, enter a name, for example Equipment details.
In Lookup Type, select Lookup Data File for a Lookup List, or Data Table.

The Lookup Type menu with Lookup Data File, Data Table, and Remote Lookup

Select the Lookup List or Data Table.

Map the search and display fields

Under Search Mappings, select the search field in Field. In Column, select the column that holds the same data.
Under Display Mappings, select a destination field in Field. In Column, select the column to copy into it.
To fill in more fields, select + Add Display Mapping and repeat.
Select Save.

The mapping appears in the Lookup Mappings panel. Select Edit or Delete to change it later.

Select Save Draft, then select Publish when you're ready for users to see the change.